Executive Assistant - Gynecologic Oncology & Reproductive Medicine

UT MD Anderson Cancer Center; Houston (TX); Hybrid; USD 53,000 - 79,000; Full time

Benefits offered by this job

Employer-paid medical

PTO and holidays

Tuition assistance

Pension plan

Job summary

The University of Texas MD Anderson Cancer Center seeks an Executive Assistant to provide high-level administrative support to the Gynecologic Oncology & Reproductive Medicine department. Core duties include handling chair communications, calendar management, travel planning, and preparing presentations and reports.

You will maintain faculty records, coordinate meetings, and act as a trusted liaison with internal and external partners, ensuring discretion and professionalism in a dynamic

Qualifications

• Bachelor's degree and extensive experience providing executive-level administrative support in healthcare, academic, or research environments.
• Experience supporting physicians, department chairs, executives, or senior leaders; coordinating complex travel and scheduling; maintaining faculty records.
• Discretion, professionalism, and judgment are essential. Licenses and certifications are not specified.

Responsibilities

• Handle incoming calls for the department chair.
• Open and distribute chair's correspondence.
• Review and triage chair's emails in a timely manner.
• Prepare complex correspondence and slides using PowerPoint.
• Maintain CVs, biosketches, publications, and PRS accounts.
• Schedule meetings, take minutes, and distribute announcements.
• Greet VIPs and patients; arrange lodging and itineraries.
• Coordinate external liaison with officials, partners, and departments.

Skills

Executive administrative support

Calendar management

Travel coordination

Communications liaison

Education

High School Diploma or Equivalent

Bachelor's degree (preferred)

Job description

The University of Texas MD Anderson Cancer Center Department of Gynecologic Oncology & Reproductive Medicine plays an important role in advancing patient care, research, and education within a leading academic medical center. The Executive Assistant - Gynecologic Oncology & Reproductive Medicine supports departmental leadership and contributes to the coordination of high-impact clinical, research, and academic initiatives. The Executive Assistant - Gynecologic Oncology & Reproductive Medicine serves as a key administrative partner, ensuring efficient operations and professional engagement with internal and external stakeholders.

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. The Executive Assistant - Gynecologic Oncology & Reproductive Medicine works directly with department leadership, physicians, researchers, institutional leaders, philanthropic supporters, and external partners in support of the organization's mission.

The ideal candidate possesses a bachelor's degree and extensive experience providing executive-level administrative support in a healthcare, academic, or research environment. Preferred experience includes supporting physicians, department chairs, executives, or senior leaders; coordinating complex travel and scheduling; maintaining faculty-related records such as CVs, biosketches, publications, PRS accounts, and effort reporting; and serving as a trusted partner with exceptional professionalism, discretion, and judgment. Licenses and certifications are not specified.

Salary: Minimum $ 53,000.00 - Midpoint $66,000.00- Maximum $79,000.00

Work Location: The typical work schedule is a hybrid schedule with a minimum of two days per week on campus. Additional onsite presence may be required based on the Chair's schedule, meetings, VIP visits, departmental events, and operational needs.

Why Us?

This role offers the opportunity to directly support departmental leadership while contributing to advancements in patient care, research, and education. Employees collaborate with physicians, researchers, institutional leaders, philanthropic supporters, and external stakeholders while developing expertise in executive administration within a world-renowned academic medical center. The position provides meaningful work, professional growth opportunities, and a flexible hybrid work arrangement that supports work-life balance.

• Employer-paid medical coverage starting day one for employees working 30 hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.

• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.

• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.

• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Key Responsibilities

Administrative Management

• -Handle incoming calls for the department chair.
• -Open and distribute chair's incoming and outgoing correspondence.
• -Review Chair's incoming emails and triage appropriately and in a timely manner.
• -Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.
• -Prepare slide presentations requiring the use of Microsoft PowerPoint software and process appropriate paperwork to have slides manufactured, as assigned.
• -Maintain the most current information pertaining to curricula vitae, periodical publications, biographical sketches, and PRS account balances.
• Complete institutional forms and route for signatures as required.
• Maintain current Effort Reporting records as required.
• Maintain Chair PRS account expenditures tracking/reconciliations.
• Participate in scheduling, compiling agenda and taking minutes for external and internal meetings facilitated by the Chair, including confirming and sending reminders for the meeting.
• Greets special guests, VIPs, and patients on behalf of the Chair and department.
• Makes arrangements for lodging and sets itineraries as requested.
• Acts as a liaison for the Chair or department with state officials, international contacts, philanthropic supporters, and other departments and institutions.

Calendar and Travel Management

• Arrange appointments and meetings and monitor the chair's calendar.
• Meet regularly with Chairman to discuss calendar of events and logistics for scheduling meetings/events.
• Ensure Chairman's timely attendance at meetings and is apprised in advance of any schedule conflicts.
• Make all arrangements for meetings scheduled by the chair, including conference room scheduling, meeting announcement distribution, catering requests, set-up of audio-visual equipment, etc.
• Coordinate travel activities including registration, air and ground transportation, and lodging; prepare itineraries. Prepare reimbursement requests. Track reimbursements to ensure proper payment received.
• Identify and meet deadlines for travel-related papers, abstracts, photos, biographical information, etc.
• Schedule and prepare itineraries for visiting physicians, researchers, and other colleagues as needed.

File and Records Management

• -Maintain and improve extensive filing system for the broad scope of the chair's clinical, administrative, and scientific interests.
• -Follow archiving and records retention schedules to maintain up to date filing.

Report/Document Materials Production

• Gather materials on assigned subjects for use in the presentation of scientific reports, speeches, or articles.
• Prepare reports and work out details of presentation.
• Set up and type financial, statistical, and textual reports from worksheets.
• Obtain from Chair the faculty meeting agenda topics. Prepare slides, materials for distribution. Prepare AV logistics. Distribute agenda prior to faculty meetings.
• Attend monthly faculty meetings. Take meeting minutes and distribute announcements.

Provide Support for Department Operational Activities

• Assist in developing and maintaining document forms.
• Initiate and assist in scheduling meetings, arranging for conference rooms, and catering.
• -Prepare and distribute announcements and backup materials and prepare agendas for matters of consideration at meetings.
• Provide support to the department administrator, associate department administrator and office manager for special projects.
• Provide daily progress reports of assigned projects.
• Communicate regulary with department administrator, associate department administrator and office manager about activities and new developments.

Other duties as assigned.

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 6 years Administrative/secretarial experience supporting a leadership/executive level position. or
• Required: 2 years Required experience with Bachelor's degree.

The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state, or local laws unless such distinction is required by law.http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
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